Apprenticeship funding rules give further education colleges and training providers a huge choice of options for how documentation can be signed and stored.
Flexibility and choice can be a good thing, but it also leaves providers exposed to risk if the security measures they put in place are later found to be insufficient.
Department for Education rules for 2025/26 say:
- Where an electronic or digital signature is being held, from any party for any reason, providers must ensure it is non-refutable. Systems and processes must be in place to assure to us that the original signature has not been altered. Where any document needs to be renewed and a new signature taken, it must be clear from when the new document takes effect and both must be held.
- Both electronic and digital signatures are acceptable, we do not specify which must be used, only that a secure process to obtain and store signatures is followed.
If you’re new to electronic signatures, these rules may present more questions than answers.
There has already been one high-profile case of a college being told to repay funding due to record-keeping issues.
And that might mean that the temptation is there to go back to traditional methods – pen and ink signatures and paper files.
We’re here to tell you how to avoid that – and offer a one-stop-shop solution that will eliminate your concerns about electronic signatures.
What’s wrong with the old way of doing things?
Here are just a few of the reasons we can think of to avoid going back to paper documents and ink signatures:
- Increases the risk of documents going missing
- Creates huge demands for document storage space
- Makes life more difficult for staff needing to store, locate and transport files
- Increases the risk of private information being accessed
- Creates a less professional experience for students and employers
- Wastes time – waiting for documents to be posted, signed, and returned can take days or even weeks
- Adds unnecessary printing, postage, and storage costs
Going back to the old ways might alleviate concerns about use of electronic signatures, but it’s a retrograde step, putting you out of step with the needs of your learners and their employers.
So what can you do instead?
Using electronic signatures and digital documentation offers a slicker and more convenient experience for everyone involved in the apprenticeship process.
But the DfE rules may have you wondering how you can be sure that you’re working in a compliant way.
Digital signatures are an emerging technology and you may not have the in-house expertise to be confident that you’re working in a compliant way.
However, Videosign is here to help – we specialise in remote signing and witnessing, and can help you to put the right solution in place for your institution.
What does Videosign recommend?
The DfE rules provide plenty of leeway for colleges to create their own documentation processes.
Ultimately, colleges are expected to have processes in place that ensure any signatures used are non-refutable; in other words, they need to be able to prove that a signature on a document is genuine.
That’s not as easy as it sounds, especially if colleges use insecure forms of electronic signature such as scans of ink signatures pasted into documents.
The safer and more secure solution is to use digital signatures – a more robust category of electronic signature with built-in security features.
How do Videosign’s signatures keep you compliant?
Documents signed using Videosign are sealed with ‘eIDAS qualified’ digital signatures that comply with the highest European security standards.
eIDAS is the recognised UK and EU security standard for electronic signatures, ensuring that all documentation contains proof of who signed it, when and how.
Each signature is backed by a full audit log that records the time, date, and method of signing – giving you a secure, traceable record for inspections and internal audits. Optional ID verification tools can be enabled when needed, helping you meet safeguarding, funding, or regulatory requirements with confidence.
Our platform allows you to create, sign and store documents in one place – streamlining enrolments, assessments, work-based learning agreements, and more. It’s a smarter way to manage paperwork, with secure data handling and convenient access for staff and students.
Don’t let uncertainty over electronic signatures push you back to a world of paperwork delays and filing cabinets.
There’s a better solution with Videosign. Join our live webinar on 9th July to learn more.
